REPEATABLE: yes

INDEXED: no

ORBIS PUBLIC DISPLAY CONSTANT: Notes

PUNCTUATION: Ends with a period unless another mark of punctuation or closing parenthesis is present.

INDICATORS:

1st

none

2nd

none

|a General note
|3 Materials specified

NOTES:

Use for physical description beyond 300. Include sizes of prints for albums here. Include advertisements, captions or other text on verso here. Can describe plate size of daguerreotypes and tintypes here, if not mentioned in the 300. Plate sizes can be found above in the notes for the 300 field.

Use to explain attribution to photographer when the attribution is in question. Don't use for obvious attributions like Carleton Watkins photographs that everyone understands is a Watkins photograph.

Use these generic phrases when needed:

Manuscript captions on mounts.
Letterpress captions on mounts.
Captions inscribed in negatives.
Advertisements on mounts.
(For albums): Individual photographs are n x n cm, and are accompanied by manuscript captions.

Be sure to mention whether photographs are uncaptioned as well as captioned, and that the photographer is unknown, if that is the case. Use the phrase "captions in the negative" to describe prints developed from negatives bearing captions.

This can include source of title, variations in title, transcripts, etc.

Treat each note or category of note as a separate field.

Do not enter physical condition notes unless the condition will not change.

500 b/b/ |a Manuscript captions on versos of mounts.
500 b/b/ |a Title from caption at bottom of drawing.
500 b/b/ |a Advertisement on verso of most mounts for W. R. Cross, Portrait and View Photographer. Advertisement on verso of one mount for L. W. Stillwell Indian Relics. Label from L. W. Stillwell Minerals, Fossils and Indian Relics affixed on verso of some mounts.
500 b/b/ |a Captions in the negative.

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Access and Use

INDICATORS:

1st

none

2nd

none

|a Terms governing access
|3 Materials specified

NOTES:

Do use to reference specified material restricted for reasons of privacy or other, donor imposed restrictions which expire on a specified date. Include date the restriction expires in the 506 statement (see example).

Do use to reference entire collections or series withheld from use in the original due to physical condition or security concerns other than general privacy or donor imposed restrictions. If used (see examples), refer researchers to the specific form(s) of reference copies available.

See also 540.

When removing an access restriction statement, delete the 506 field and note action in the Mfhd 852 |x, e.g.,

852 |x Photographs previously restricted until 1989.

Wording is: For further information consult the appropriate curator. (Prior to 1995 curator was specified.)

506 b/b/ |3 Photograph of A. K. Smiley: |a Restricted until 2020. For further information consult the appropriate curator.
506 b/b/ |3 1924 drawing of George Goodspeed: |a Restricted fragile material. For further information consult the appropriate curator. [Neither a film or paper surrogate is available. Access to original material requires curatorial approval.]

REPEATABLE: yes

INDEXED: Keyword

Additional Staff Indexes: Citation/References

ORBIS PUBLIC DISPLAY CONSTANT:
1st Indicator 0: Citation/References
1st Indicator 1: Indexed In Its Entirety By
1st Indicator 2: Indexed Selectively By

PUNCTUATION: A comma is usually placed at the end of subfields |a, |b, |c and/or |x if another subfield follows. Field doesn't end with a mark of punctuation unless last word is an abbreviation, etc.

INDICATORS:

1st

0 Coverage unspecified
1 Coverage complete
2 Coverage selective
3 Location in source not given
4 Location in source given

2nd

none

|a Name of source
|c Location within source
|3 Materials specified

When a bibliography is unnumbered, add specific location information (such as page number).

Contains the name of a publication in which the item/collection has been cited, indexed, or abstracted.

Use Standard Citation Forms for Published Bibliographies (available on the Cataloger's Desktop). Apply the working principles in this volume when constructing new citations (section IV).

Complete this field only for major or obvious references. Include only those citations you have in hand; don't go looking for one for purposes of a catalog record.

Use a separate 510 for each citation

510 4b/ |a Withington, | c 30
510 4b/ |a Goddard & Kritzler, |c 235

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Summary

PUNCTUATION: Ends with a period unless another mark of punctuation or closing parenthesis is present.

INDICATORS:

1st

b/ No information provided

2nd

none

|a Summary, etc. note
|3 Materials specified

NOTES:

Here describe the collection or item, including person and/or places depicted. May start with the phrase Photographs of...

Be concise, even telegraphic if it makes sense.

For single items, briefly summarize the image content. This item-level summary should provide sufficient description for identification of the item when compared with the catalog record.

For collections, summarize the overall scope and content, noting places, people, and events when identified, and briefly summarizing the content of unidentified images. The collection-level summary should encompass all images in the collection.

The summary should as give readers enough information to make a decision about whether or not they want to see the images: if the images contain the information they seek, or if a single item resembles or is related to another image they know of (a print made after a painting, for example, for which variant versions often exist).

Can use the word "Indians" instead of Native Americans, as the subject heading hasn't changed.

Remember that for titles in foreign languages, we capitalize only the words that would be capitalized in normal prose. See the Chicago Manual of Style for more information.
 

520 b/b/ |a Drawing of eight men outside on the plains gathered around a pile of clothes on the ground. Seven of the men are in cowboy clothes; one of them is holding a pair of pants. One man, dressed more formally, is helping a man on with a jacket.

520 b/b/ |a Print shows a busy river scene from a perspective in the middle of the Fontanka river, with the Grotto of the Summer Garden in the right foreground. On the river are several open boats carrying passengers and oarsmen, and larger boats and ships are docked along the bank at the left. Buildings and trees line the banks; a bridge and two domes are visible in the distance.

520 b/b/ |a Studio portraits of Oglala Dakota and Chiracahua Apache men, women and children, identified as Slabee, Spotted Tail, his daughters, Black Teeth's papoose, and Red Cloud, and unidentified portraits of a woman and girl, and of a child in a cradleboard. Other photographs depict an Indian man, woman and two children posed in front of a teepee, and a view of three Indian burial scaffolds.

520 b/b/ |a Sketchbook kept by an unidentified artist, of landscapes in and around Ramsau,
Germany and Brunn, Austria-Hungary (now Brno, Czech Republic). With 18 leaves
of smaller sketches of trees, and studies of paintings. Accompanied by a card
addressed to unidentified recipients signed by "Aunt Emy."
 

REPEATABLE: no

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Cite as

PUNCTUATION: Ends with a period unless another mark of punctuation or closing parenthesis is present.

INDICATORS:

1st

b/ No information provided

2nd

none

|a Preferred citation of described materials note

COLLECTIONS:

Yale Collection of American Literature (implemented 12/97; this form of citation should also be used for JWJ collections, effective June 2003)
General Collection
Yale Collection of German Literature (implemented 12/97)
James Marshall and Marie-Louise Osborn Collection (implemented 12/97)
Yale Collection of Western Americana (implemented 12/97)

Not used consistently in VIM records before 9/96.

Use Yale University at end of field if curatorial unit is either General Collection or Osborn Collection. Every other curatorial unit has the name Yale already in it. (implemented 3/98).

JWJ was formerly cited as: James Weldon Johnson Collection in the Yale Collection of American Literature (12/97-6/03).

Use only |a part of name of main entry.

Do not repeat author if name appears in the title of the collection.

Use as much of the title statement as is required to uniquely describe the item. If the title is short and complete in the |a, use the entire title. If the title statement in |a is long (i.e. close to or exceeding one line), truncate it at an appropriate point. Use a date from the |f only if it seems necessary to uniquely identify the item.

In the 245, only the first word in the title statement and proper names are capitalized; in the 524 citation, however, all significant words are capitalized (e.g. Photographs of hunting, mining and scenery in Yukon and Alaska in 245; but Photographs of Hunting, Mining and Scenery in Yukon and Alaska in 524). An exception to this is titles in foreign languages, for which we capitalize only the words that would be capitalized in normal prose. See the Chicago Manual of Style for more information.

For analytics (773): Do not include cite to larger work; just cite specific item described in record. Use 580 to cite to larger work.

524 b/b/ |a M. W. Goetzman, Photographs of Hunting, Mining and Scenery in Yukon and Alaska. Yale Collection of Western Americana, Beinecke Rare Book and Manuscript Library.

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Notes

PUNCTUATION: Ends with a period unless another mark of punctuation or closing parenthesis is present.

INDICATORS:

1st

none

2nd

none

|a Additional physical form available note
|b Availability source
|c Availability conditions
|3 Materials specified

Note standard wording for |b; do not include time valued information (e.g. staff names, specific titles, PO Box #, etc.).

This field contains information about additional physical formats in which the materials are available for public use either at the repository and/or in published form.

Complete |c only if there are restrictions, i.e. "Must buy entire film set," "For use in repository only."

Do not input cost/order information.

530 field is not to be used in conjunction with 533 field.

530 b/b/ |a Negatives available |b from Beinecke Rare Book and Manuscript Library, Yale University.
530 b/b/ |3 Watkins Photographs |a Available on microfilm |b from Beinecke Rare Book and Manuscript Library, Yale University.
530 b/b/ |a Available on microfilm |b from Beinecke Rare Book and Manuscript Library, Yale University.

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Access and use

PUNCTUATION: Ends with a period unless another mark of punctuation or closing parenthesis is present.

INDICATORS:

1st

none

2nd

none

|a Terms governing use and reproduction
|b Jurisdiction
|c Authorization
|d Authorized users
|3 Materials specified

NOTES:

Field contains information about unusual terms governing the use of materials after access has been provided (e.g. constraints on duplication and handling above and beyond BRBL policies and practices).

540 b/b/ |a Special restrictions governing use or reproduction of some materials apply. Consult the appropriate curator for further information.
540 b/b/ |a Diaries may not be reproduced.
540 b/b/ |a For research use only. May not be duplicated. Permission to copy must be obtained from the copyright holder. Consult the appropriate curator for further information.

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Biography/Historical note

FIELD LENGTH: 2048 characters

PUNCTUATION: Ends with a period unless another mark of punctuation or closing parenthesis is present.

INDICATORS:

1st

none

2nd

none

|a Biographical or historical data

NOTES:

Be as succinct as possible, but include birth and death dates (if not in 100 field), occupation(s), significant achievements, with dates. Use most important id first (how the person is best known) and then whatever additional biographical information is relevant to the material being cataloged. You do not have to use the authorized form of the name in this field. If the authorized form of the name doesn't include the dates and we know them, include them here right after the person's name.

For corporate bodies include full name, founding and closing dates (with location), plus function(s) and/or purpose(s).

For survey or expeditionary photography, describe the circumstances of the creation of the photographs.

As a general rule of thumb, give brief information on well-known figures (i.e. in basic reference sources), just enough to identify John Smith as that John Smith. For lesser known figures (i.e. a person for whom our only information is from the material itself or from dealer information) -- give more details. If there are multiple collections centered around a person, give only the biographical details that are pertinent to each collection. Don't repeat the person's name unless you're talking about more than one person.

If the person is a Yale graduate, mention the class year.

Compose the 545 with the 520 in mind; 520 gives collection content that reflects biographical information in 545. Use multiple 545 notes if you are giving lengthy notes on several individuals/organizations. Also, keep in mind that when there is almost no information about a person, you can skip the 545 and just integrate the information into the 520.
 

545 b/b/ |a Major Frank North commanded Pawnee Indian scouts in several western campaigns during the 1860s and 1870s, and later performed in Buffalo Bill's Wild West show.
545 b/b/ |a Hugh Ferriss, architectural draftsman and author of The Metropolis of Tomorrow, published in 1929.
545 b/b/ Tuba City, Arizona was an administrative center and the site of a trading post on the Navajo Reservation.

REPEATABLE: yes

INDEXED: Keyword

PUBLIC DISPLAY CONSTANT:Indexes/Finding aids

PUNCTUATION: Ends with a period unless another mark of punctuation or closing parenthesis is present.

INDICATORS:

1st

b/ No information provided
0 Finding aids
8 No public display constant generated

2nd

none

|a Cumulative index/finding aids note
|3 Materials specified

NOTES:

Used for in-house finding aids, indexes, card files, etc.

Use first indicator 0 for finding aids.

Use "finding aid" to refer to lists in the finding aids database; if referring to the ms card catalog or other guides or listings not there, be specific, e.g. Preliminary list available for correspondence in box.... Mss of writings listed in card catalog or Consult the Public Service Desk.

555 0b/ |a Finding aid available.

555 0b/ |a Accompanied by a container list.

If any other finding aid exists, name it explicitly in an appropriately worded statement.
For card photographs that stay in the file:

555 0b/ |a A list of individual photographs is available in the finding aid for the Western Americana Card Photograph File.

For analytics:

555 0b/ |a Accompanied by a container list. Some items also cataloged separately.

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Notes

PUNCTUATION: Ends with a period unless another mark of punctuation or closing parenthesis is present.

INDICATORS:

1st

none

2nd

none

|a History
|3 Materials specified

NOTES:

To record history of ownership. Include both immediate and previous ownership in chronological order (or best guess) in one note. The last element should be the statement of how Beinecke acquired the material. Consult curator for any variance in policy.

Use the full name of the dealer.

For collections with finding aids, the provenance statement here should match or closely follow that in the finding aid. Do not, however, include previous deposit status information in the catalog record.

Enter information in a single paragraph. Do not use separate subfields for each indication of ownership.

Statements are to be written in full sentences and are to include date/type/source/fund (source is either donor or vendor).

If it is unclear whether something is a gift or a purchase, use the phrase "Acquired from." If no information about the source of acquisition is available, enter "Source unknown".

If the donor is a Yale graduate, note that information as part of the donor name. Note that the correct format for citing the class is Yale [yyyy], e.g. Bequest of Paul Mellon (Yale 1929), 2000. Gift of Susan and John Doe (Yale 1954), 1974-1995. As in this last example, indicate Yale class date immediately following the corresponding name. In this case, John is a Yale grad, Susan is not. Also note any Yale affiliation in the 545 note.

Use standardized names of funds as found in the Beinecke Funds List in the Accessions Manual, Appendix F.

Do not include any confidential information.

Used in place of 541 for "immediate source of acquisition."

561 b/b/ |a Gift of Charles Eberstadt, 1961.
561 b/b/ |a Purchased from Dawson's Bookshop, Los Angeles on the William Robertson Coe Western Americana Fund, 1964.
561 b/b/ |a Acquired by exchange, 1996.
561 b/b/ |a Purchased from Goodspeed's Book Shop, Inc., 1950. Photograph of "Apache Chief" gift of Charles Goodspeed, 1952.
561 b/b/ |a Gift of an anonymous donor in 1987.
561 b/b/ |a Acquired from John Q. Allen, 1945.
561 b/b/ |a Source unknown.

REPEATABLE: yes

INDEXED: Keyword

ORBIS PUBLIC DISPLAY CONSTANT: Publications

PUNCTUATION: Ends with a period unless another mark of punctuation or closing parenthesis is present.

INDICATORS:

1st

b/ No information provided
8 No public display constant generated

2nd

none

|a Publications about described materials note
|3 Materials specified

NOTES:

Contains a note giving the citation for or information about a publication which is based on the use, study or analysis of the materials described in the record. Not to be confused with the 510.
Use only for major works relating to Beinecke Library items/collections.

581 b/b/ |a Reproduced in: The Romanov family album / picture research and description by Marilyn Pfeifer Swezey; assembled by Anna Vyrubova. New York: Vendome Press, 1982.